Purchase Orders

This module is essential for businesses ordering:

• Blank garments
• Promotional products
• Consumables
• Packaging materials
• Printing supplies
• Embroidery supplies
• Transfer materials

The Purchase Orders module is commonly used by:

• Administration staff
• Purchasing managers
• Inventory managers
• Production managers
• Business owners

Main Functions

The Purchase Orders module allows users to:

• Create purchase orders
• Order supplier products
• Track supplier deliveries
• Manage incoming inventory
• Record supplier invoices
• Monitor order status
• Receive stock into inventory
• Track backorders
• Manage supplier information
• Control purchasing workflows

What Is A Purchase Order?

Purpose

A Purchase Order (PO) is a document sent to a supplier requesting products or materials.

A Purchase Order typically includes:

• Products being ordered
• Quantities
• Pricing
• Supplier details
• Delivery instructions
• Purchase order number

Purchase Orders help businesses maintain accurate purchasing records and inventory control.

Why Purchase Orders Are Important

Purchase Orders help businesses:

• Track supplier purchases
• Control spending
• Manage stock levels
• Prevent ordering mistakes
• Improve inventory accuracy
• Track supplier deliveries
• Maintain purchasing records

Purchase Orders Dashboard

Purpose

The Purchase Orders dashboard provides visibility into all supplier orders and purchasing activity.

Users can quickly:

• View open purchase orders
• Monitor deliveries
• Track backorders
• Review supplier status
• Check received stock
• Search purchase orders

Standard Purchase Order Workflow

Purchase Order Process

1. Identify products requiring purchase
2. Create purchase order
3. Select supplier
4. Add products and quantities
5. Confirm pricing
6. Send purchase order to supplier
7. Supplier processes order
8. Goods received into inventory
9. Purchase order marked completed

Purchase Order Fields

Purchase Order Number

Stores the unique PO reference number.

Used for:

• Supplier communication
• Inventory tracking
• Financial records
• Reporting

Purchase order numbers are usually generated automatically.

Supplier Selection

Purpose

The supplier field links the purchase order to a supplier account.

Supplier records may contain:

• Supplier name
• Contact details
• Supplier pricing
• Payment terms
• Delivery details

Order Date

Displays the date the purchase order was created.

Used for:

• Tracking
• Reporting
• Supplier management

Expected Delivery Date

Displays the estimated supplier delivery date.

This helps businesses:

• Schedule production
• Plan inventory
• Manage customer deadlines

Products Ordered

Displays all products included on the purchase order.

Examples include:

• Blank garments
• Caps
• Packaging supplies
• Promotional items
• Ink supplies
• Embroidery backing
• DTF film

Quantity

Displays the quantity ordered from the supplier.

Cost Price

Displays the supplier purchase price.

Cost pricing is used for:

• Inventory valuation
• Profit calculations
• Purchasing analysis

Supplier Notes

Stores purchasing instructions or supplier communication notes.

Examples include:

• Urgent delivery request
• Split shipment instructions
• Packaging requirements
• Production deadlines

Purchase Order Statuses

Draft

Purchase order created but not yet sent to supplier.

Sent

Purchase order has been issued to the supplier.

Partially Received

Some ordered products have been received but the order is incomplete.

Completed

All products have been received and processed into inventory.

Cancelled

Purchase order has been cancelled and closed.

Sending Purchase Orders

Purpose

Purchase Orders can be emailed directly to suppliers using the configured email system.

Benefits include:

• Faster ordering
• Professional documentation
• Reduced manual administration
• Improved supplier communication

Supplier Email Integration

Purpose

Suppliers may receive:

• Purchase order PDFs
• Order summaries
• Delivery instructions
• Product lists

directly through email integration.

Inventory Integration

Purpose

Purchase Orders integrate directly with inventory management.

Receiving stock may automatically:

• Increase stock levels
• Update inventory quantities
• Track incoming products
• Record stock history

Receiving Inventory

Purpose

The receiving process confirms products have arrived from suppliers.

Receiving inventory helps:

• Verify quantities
• Update stock levels
• Identify shortages
• Confirm deliveries

Partial Deliveries

Purpose

Suppliers may deliver orders in multiple shipments.

Partial receiving allows businesses to:

• Receive available stock
• Track remaining items
• Manage backorders

Backorders

Purpose

Backorders track products still outstanding from suppliers.

This helps businesses:

• Monitor delayed stock
• Communicate delivery expectations
• Manage production scheduling

Supplier Management

Purpose

Supplier records help businesses organize supplier information.

Supplier records may include:

• Contact information
• Supplier pricing
• Payment terms
• Preferred suppliers
• Supplier notes

Purchase Order PDF Generation

Purpose

Purchase Orders can be generated as professional PDF documents.

PDFs may include:

• Company branding
• Supplier details
• Ordered products
• Pricing
• Delivery instructions

Purchasing Reports

Purpose

Purchase reporting helps businesses monitor:

• Supplier spending
• Product purchasing
• Inventory costs
• Supplier performance
• Purchasing trends

Production Purchasing

Purpose

Production teams may create Purchase Orders for:

• Urgent garments
• Special materials
• Customer-specific products
• Outsourced production

Best Practices

Verify Supplier Pricing

Always confirm supplier pricing before sending purchase orders.

This helps protect:

• Profit margins
• Cost accuracy
• Financial reporting

Track Deliveries Carefully

Always verify received quantities against supplier deliveries.

This reduces:

• Inventory errors
• Stock shortages
• Supplier disputes

Use Preferred Suppliers

Using approved suppliers improves:

• Pricing consistency
• Product quality
• Delivery reliability

Keep Supplier Records Updated

Maintain current supplier:

• Contact information
• Pricing
• Payment terms
• Delivery details

Common Use Cases

Garment Ordering

Order blank garments for production jobs.

Promotional Product Purchasing

Purchase supplier promotional items for customer orders.

Consumable Replenishment

Reorder:

• Ink
• Transfer film
• Embroidery backing
• Packaging materials

Rush Production Orders

Quickly source urgent materials required for customer deadlines.

Troubleshooting

Purchase Order Not Sending

Check:

• Supplier email address
• SMTP settings
• Internet connection
• PDF generation settings

Inventory Not Updating

Check:

• Receiving status
• Product linkage
• Inventory synchronization

Incorrect Supplier Pricing

Check:

• Supplier pricing records
• Product cost setup
• Currency settings

Missing Purchase Order

Check:

• Purchase order status
• User permissions
• Search filters

Related Features

The Purchase Orders module works closely with:

• Inventory
• Products
• Suppliers
• Production Queue
• Reporting
• Invoices
• Cost Tracking
• Dispatch

Summary

The Purchase Orders module is a critical purchasing and inventory management feature within Print Shop Worx.

Proper purchase order management improves:

• Inventory control
• Supplier communication
• Purchasing accuracy
• Cost management
• Production scheduling
• Workflow efficiency

A structured purchasing system helps businesses maintain accurate inventory levels while supporting efficient production operations and supplier management.